Buyer, Business

Purchasing Assistant

Assists with the administration of Hall County's centralized purchasing activities for procurement of goods and services within the Purchasing Ordinance adopted by the Hall County Board of Commissioners. This position provides purchasing support for internal and external stakeholders throughout the organization. Responsibilities include assisting with all purchasing functions, which consist of the competitive bid process, contract administration, procurement activities, and compliance reporting.

Work is performed under the general direction of the Purchasing Supervisor and is reviewed through reports, conferences, and evaluation of results achieved.

Work is in a fast-paced, deadline-driven environment with demanding priorities. Assists in all phases of purchasing functions, including maintenance of records, preparation of bid solicitation documents, and product/services specifications.

Ensures compliance with laws, rules, and regulations in annotated code for State of Georgia and the Official Code of Hall County, Georgia, Purchasing Ordinance.

Works closely with departments to ensure documentation and requests meet requirements and assists with procurement activities among internal and external stakeholders to ensure a transparent process that provides the greatest value to Hall County.

Assists Project Coordinator and/or County representative in establishing, maintaining, and finalizing public contracts. Obtains bonds, insurance certificates, warranties, guarantees, plans, specifications, and drawings covering all contracts; recommends bid awards; coordinates contacts with all parties concerned; and maintains permanent working files for completed contracts.

Assists with formal and informal bid proposals and requests for proposals as required by law.

Determines proper purchasing methods to be used according to the commodity type, price, and delivery date in compliance with the Purchasing Ordinance.

Contacts vendors to solicit bids.

Monitors State of Georgia contracts and cooperative agreements and advises departments as available.

Reviews requisitions, prepare bid invitations, obtains minimum number of bids required by Purchasing Ordinance, analyze bids, ensure bids meet specifications, evaluates costs and quality of bids, awards bids to the lowest responsible and responsive bidders meeting specification and qualification requirements, notifies all interested internal stakeholders of bid analyses, and issues and verifies purchase orders and change orders.

Maintains bid list file of qualified vendors and current specifications file.

Expedites past-due delivery of supply items.

Confirms specifications for contracts, equipment, and commodities. Generates Notice-of-Award and Notice to Proceed documents.

Responds to inquiries on purchasing needs and procedures; coordinates arrangements for substitutions, if required.

Administers public contracts, including road pavement and construction contracts, and maintains required contract files on road paving projects.

May assist with the County's Procurement Card and Fuel card programs, including but not limited to, card generation, transaction review, and emergency and fraud response.

Assists with the preparation of purchasing items necessary for agenda review for the Board of Commissioners meetings.

Advises the Purchasing Supervisor and Purchasing Manager on purchasing matters.

Performs all other purchasing duties/work as assigned and/or required.

Regular and predictable attendance is required in the office of Financial Services.

Performs other duties as assigned.

Minimum Qualifications

Required:

Education and Experience:

Bachelor's degree in Business, Economics, Accounting, or related fields is desirable.

Three (3) years of purchasing experience is preferred.

Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Licenses and

Certifications:

Public Purchasing experience desirable.

Knowledge, Skills, and Abilities:

Knowledge of purchasing laws, rules, and regulations in annotated code for State of Georgia and Hall County Purchasing Ordinance.

Knowledge of County Government and its organization and function.

Knowledge of public purchasing and bid procedures and ethical constraints.

Knowledge of basic accounting.

Ability to handle multiple high-priority, time sensitive projects concurrently.

Ability to multitask, organize, plan, control, and coordinate individual and group assignments.

Ability to recognize and meet deadlines in a stressful environment.

Ability to plan, organize, and/or prioritize daily assignments and work activities.

Knowledge of and ability to utilize a computer and various software to enter and retrieve data and the ability to troubleshoot problems as they occur and offer solutions.

Ability to communicate and interact effectively with supervisors, management, other staff members, elected officials, and personnel at all levels of government.

Ability to establish and maintain effective working relationships…